PROJECT CODE: EMA30052018 COMMUNICATION MANAGEMENT PLAN
COMMUNICATION MANAGEMENT PLAN
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Communication Management Plan Page 1 of 6
Danilo Uvalin PMP
PROJECT CODE: EMA30052018 COMMUNICATION MANAGEMENT PLAN
List of abbreviations
DMS Document Management System
PIMS Project Information Management System
PM Project Manager
KPI Key Performance Indicator
General
Effective communication is a prerequisite for the successful management of a project. The
communication management plan serves as a guide and creates a framework for
communication throughout the lifecycle of the project. This plan should guide the project
manager and the project team in planning, managing and controlling communication based
on stakeholder information needs.
It is advisable to review the project charter, project management plan and project documents
prior to the start of communication planning. This plan contains a communication matrix to
facilitate efficient communication and maps communication requirements. The project
manager is accountable for the initial setup and maintenance of the communication
management plan.
Communication methods
The communication methods used in this project can broadly be categorized as:
• Interactive – exchange of information between two or more parties in real time
• Push – sent directly to the recipient
• Pull – recipient should access the content at their own discretion
This plan should cover all communication methods used in the daily work during the project,
including face-to-face meetings, webinars, teleconferences, social media, blogs, e-mails and
other written communication and deliverables like reports, minutes, presentations, overviews
and summaries.
Choice of the communication technology to be used in this project depends on the urgency
of the need for information, availability and reliability of technology and ease of use.
Sensitivity and confidentiality of information shared between stakeholders should be
considered.
Communication Management Plan Page 2 of 6
Danilo Uvalin PMP
COMMUNICATION MANAGEMENT PLAN
PROJECT CODE: EMA30052018
Communication matrix
The following matrix specifies the communication requirements for this project:
Communication type Purpose Frequency Communication Participants Deliverable Owner
method
Team meeting To track Weekly Web meeting Project team, Progress report PM
progress, discuss Sponsor Risk log update
and resolve Issue log update
issues, manage Meeting minutes
risk
Vendor call Update from all Monthly Web meeting All Vendors, Status report Associate
vendors, sharing Associate PM PM
best practices
Budget review KPI review Quarterly Face to face VP, PM, Forecasts PM
meeting Associate PM
Internal technical Focus on Weekly Web meeting, Technical team Meeting minutes, Q&A PM
team meeting technical issues teleconference log, Issue log update
and questions
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PROJECT CODE: EMA30052018 COMMUNICATION MANAGEMENT PLAN
Communication Ground Rules
The following ground rules will apply throughout the project life cycle:
• All team members will treat each other with respect and will always provide accurate
and truthful information.
• In case an issue requires escalation, the established escalation pathways should be
followed.
• All team members will enter their contact details in the “team list” and in their e-mail
signatures.
• Long e-mail chains should be avoided; discussion should be done over the phone,
voice call or face-to-face meeting.
• Meetings should start and end on time, and an agenda should be prepared in
advance and distributed to all participants; stay on topic.
• E-mail recipients in the field “to” require information; those in “cc” should only be
informed.
• All deliverables will contain only the information necessary for efficient management
of the project; repetition of information should be avoided.
• All planned absences should be announced in advance and an “out of office” reply
should be turned on.
• All planned system maintenance and downtime should be announced in advance.
• All written communication will be filed by the respective owner in the repository
systems; e-mails will be automatically stored in the e-mail folder.
Escalation pathways
Since clear and efficient communication is a prerequisite for successful project management,
it is extremely important to resolve all disputes and misunderstandings in an efficient way.
The escalation pathways should facilitate resolution of issues and dissemination of all
necessary information to appropriate stakeholders, taking into account their time constraints
and information needs. All issues will be tracked in the issue log.
Escalation level Who should Type of issues To whom
escalate
Initial Project team Issues affecting the project PM
members progress with the impact on
cost, timelines, scope, risk,
quality
Management PM Disputes about change orders Director
Repeated major issues project
Client complaints delivery
Senior Management Director Major high-impact issues that CEO
Project need immediate resolution and
Delivery could result in termination of the
project and damage to the
company
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PROJECT CODE: EMA30052018 COMMUNICATION MANAGEMENT PLAN
Systems and tools
A project management information system (PIMS) contains a set of tools used by the PM
and project team to capture, distribute, review and analyze work performance information
and create work performance reports. The following systems will be used to facilitate the
flow of information in this project:
System/Tool Purpose Mode of use
Web portal Storing and exchange of Direct online access
large amount of data
between teams
Dashboard Tracking of KPIs Access restricted to PM
Document Management SOPs, templates, Creation Access restricted to
system of project documents selected project team
members
Shared folder Exchange of day to day Project team
working files
Reporting
The following reports and project documents will be utilized in this project:
Name Purpose Prepared by Frequency Distributed to
Start-up report Focus on project PM, start-up Every second Project team,
start-up associate week Sponsor
activities
Status report Update on the PM Weekly Project team,
current project Sponsor
status
Management High-level PM Monthly Senior
summary report management management,
update Sponsor
Issue log Keep track of Associate PM Weekly Project team
issues and
resolutions
FAQ log Frequently Project team Monthly Project team
asked questions
MS Project Timelines PM Monthly Project team
schedule
Management and monitoring of project communication
The project manager and project team members should monitor whether the information
needs of the project and its stakeholders are met. Project communication should be
constantly monitored and evaluated for its effectiveness. If project communication
requirements need further adjustments, an update of the communication management plan
should be considered.
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PROJECT CODE: EMA30052018 COMMUNICATION MANAGEMENT PLAN
Distribution list
This communication management plan and all updates will be distributed to:
PM
Director project delivery
Vendors
Project team
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